How much of your working day is spent dealing with paperwork? If you happen to put it off for an extra day or so, how much longer do you spend trying to get caught up?
Implementing and persevering with organisational systems when dealing with paperwork is crucial in the modern workplace. While it makes it easier to locate files if they ever need to be recalled, the deployment of effective filing systems serves to minimise the time spent processing the paperwork in the first place. Not only does management of paperwork allow employees to make better use of their time, but it contributes to a general sense of well-being throughout the office.
While the axiom “time is money” is a truism of business life, offices around the globe waste hours and hours due to inefficiently managing their paperwork. By implementing a few organisational tips – and spending very little capital – we can prevent paperwork becoming unmanageable in the workplace.
Although office printers are, to an extent, a contributory factor to the endless reams of paper which clutter our offices, embracing electronic technologies in the workplace and making use of their full potential can drastically help with the organisation of paperwork. For instance, while most industrial printers have a built-in scanner, there are numerous mobile apps which allow you to scan documents using a smartphone or other device. Visit the App store to purchase these.
Making electronic copies of documents means that you only have to store bulky physical files when it is absolutely necessary. Backing up electronic files on multiple hard drives also counters against misplacement of the original files, and passwords can be used to protect sensitive information.
Regardless of whatever methods are employed to cut down on paper copies of files, the reality is that there is still a necessity for physical files in the workplace: it would often be impractical to shred material immediately, and businesses are often required by law to keep records for several years. Adopting a systematic and easy-to-follow filing system is crucial in the workplace, and one of the best ways to keep everything organised is by using cheap box files.
Box files are incredibly spacious and durable, and, often coming with a clip to keep papers in place, are ideal for storing A4 papers. Their dimensions make them portable, so it is practical to carry them to meetings, and they can also be locked to protect any sensitive information that is contained inside. Much more economical and less obtrusive than bulky filing cabinets, box files are an essential purchase for any business.
Backdated paperwork takes up a lot of space. Once files have been digitalised or are no longer required they should be shredded in order to reduce clutter. Small businesses can purchase personal sized shredders, while dedicated companies offer professional shredding services for larger companies – saving employees even more time. The shredded documents can then be recycled, helping your company conform with environmental and ethical standards.